RFP #26-04-02 - Photography and Yearbook Services

Hutto Independent School District in Williamson County, Texas is soliciting proposals for comprehensive photography and yearbook services through RFP #26-04-02, a one-step proposal process. The district seeks qualified vendors to provide professional school photography services including individual student portraits, faculty and staff portraits, class group photographs, and candid photography for approximately 11,000 students across one 6A high school, one ninth grade center, one alternative school, three middle schools, eight elementary schools, and multiple administrative facilities. Vendors may propose for photography services, yearbook services, or both to establish a pre-approved vendor list from which individual campuses may select services. Photography services must integrate with the district's student information system, support student identification card production, and provide high-resolution images for yearbook publication, while yearbook services require an online design platform with collaboration features, customization options for school branding, photography integration tools, structured proofing processes, and printing with delivery to individual campuses. Vendors must demonstrate experience with comparable school districts, maintain liability insurance ($1,000,000 combined single limit commercial general liability and $100,000/$300,000/$100,000 business auto liability), comply with FERPA and student data privacy laws, execute a data privacy agreement, designate an account representative, and may require background screening for on-site staff. The evaluation criteria consist of pricing and fee structure (20 points), previous history with the district (5 points), company stability (5 points), extent to which services meet district needs (50 points), and reputation, references, and past performance (20 points). Questions must be submitted by May 5, 2026 at 12:00 p.m., proposals are due May 15, 2026 at 12:00 p.m., board recommendation is scheduled for May 28, 2026, and the contract term runs from approximately July 1, 2026 through June 30, 2030, with options to extend for up to two additional one-year increments through June 30, 2032.

Vendors must certify residency status under Texas Government Code Section 2252.001 and 2252.002, with non-resident bidders required to undercut the lowest responsible resident bidder proposal by an amount equal to the margin required in the non-resident bidder's home state. All vendors must complete mandatory compliance forms including felony conviction notifications under Texas Education Code Section 44.034, non-collusive certifications, conflict of interest questionnaires, suspension and nondiscrimination certifications, anti-lobbying attestations, and certification regarding energy company boycotts under Texas Government Code 2274.002. The district does not identify any set-aside designations for disadvantaged enterprises, though it certifies its status as an Equal Opportunity Employer and requires all contractors and subcontractors to comply with federal non-discrimination statutes including the Civil Rights Act of 1866, Title VII of the Civil Rights Act of 1964, the Age Discrimination in Employment Act of 1967, Section 504 of the Rehabilitation Act of 1973, the Americans with Disabilities Act of 1990, and the Genetic Information Nondiscrimination Act of 2008. No incumbent vendors or current contractors are identified in the procurement documents. The district does not guarantee minimum volumes of work and reserves the right to award contracts to multiple vendors, add or remove vendors, or terminate contracts with 10 days' notice for cause or 30 days' notice for convenience. No specific contract value or budget range is disclosed in the procurement documents.